Virtual Administrator Jobs in Oregon (NOW HIRING)

Our Mission - To protect and promote resilient forests that benefit all Oregonians.

Executive Administrative Unit, Salem Headquarters: This permanent position will be based at the Salem Headquarter Office.This position has requirements to be in office to meet the business needs of the Board of Forestry and agency staff directly through managing meeting logistics, space, and technical support of participants. Some duties may be performed hybrid remote, with expectation of six-month trial service in office more than hybrid remote work. The balance of in person and hybrid remote work will be decided by the hiring manager and based on the needs of the agency.

The Benefits of Joining Our Team

Work/life balance, 11 paid holidays a year, flexible work schedules, competitive benefits packages and so much more. Great Benefits Package - watch this video here

You'll be part of the ODF team that serves our fellow Oregonians relying on regulation and protection of both public and private forest land in our great state of Oregon! Click here.

The Role:

The Board Administrator serves a critical role to the Department of Forestry by supporting the work of the State Board of Forestry, the public body that oversees the forest management policy development and rule-making. Duties include:

• Manage and prepare agendas and meeting packets for multiple meetings of full Board and sub-committees by tracking key dates, deadlines, and documents.
• Plan the logistics for board meetings, events, and related activities. Including outreach to meeting participants and external partners.
• Coordinate with Department staff to ensure timely delivery of complete meeting materials for Board members and the public.
• Provide technical assistance to Board of Forestry members and meetings through live streaming and remote platforms.
• Support individual Board member needs for accommodations, travel reimbursements, questions, or special requests.
• Provide customer service to members of the public engaging with the Board.
• Follow Public Meeting Law, Ethics Law, and records retention schedules.
• The Board Administrator serves as an agency rules coordinator and collaborates with all ODF Divisions and other agency rules coordinators to ensure rulemaking activity is transparent and in accordance with the Administrative Procedures Act. This includes coordinating internal meetings, tracking timelines, ensuring communication with Governor's office for rule-making planning, and Board of Forestry workplans.

Minimum Qualifications

A Bachelor's Degree in Business or Public Administration, Behavioral or Social Sciences, Finance, Political Science or any degree demonstrating the capacity for the knowledge and skills;
OR
Any combination of experience or education equivalent to three years technical-level experience that typically supports the knowledge and skill requirements listed for the classification.

Preferred Qualifications:

• Experience working with a board or commission for 2 or more years.

• Proven Experience planning and leading in person and virtual meetings and webinars across multiple platforms including Microsoft TEAMS, Zoom, Google Meet and Webex. Troubleshooting technical issues in real-time and ensuring productive and inclusive virtual collaboration.

• Three to five years of professional-level experience in:

  • Administrative rulemaking or policy analysis

  • Legislative Coordination

  • Regulatory compliance or

  • Legal and technical writing

Note: Driver's License Check - This position requires the operation of a state vehicle for the purpose of conducting official State business. If your license is from outside Oregon, you must submit at least a three-year court/DMV printout. If you have an Oregon driver's license, a record checkwill be conducted on the top candidate to ensure a valid license and acceptable driving record.

Desired Skills:

• Familiarity with the rulemaking process under the Oregon Administrative Procedures Act.

• Strong and Effective communicator with excellent written and verbal communication skills.

• Ability to demonstrate attention to detail, by identifying key pieces of information from conversations that contribute to planning and processes.

• Ability to demonstrate high level of discretion, professionalism, sophistication, good diplomacy and judgement.

• A self-motivated independent problem solver and experience managing and planning multiple meetings at varying stages, taking place in different locations.

• Ability to accept feedback and accountability and demonstrate self-reflection for process improvements to plan and implement public facing meetings for the agency.

• Demonstrated experience engaging with a diverse audience of Board or Commission members and public interest holders. Experience adapting plans and provide resources and support during shifting priorities.

• Experience providing accurate and timely guidance and information related to Board or Commission processes or topics.

• Experience providing timely customer service to internal and external customers with follow-through and follow-up to inquiries.

How to Apply:

Required: Attach a resume: The applicant should submit proven experience on resume for each work experience.

Required: Please attach a cover letter addressed to the Hiring Manager that explains how you specifically meet the desired skills listed in the announcement.

• Failure to submit the required cover letter or resume will remove your application from consideration. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
• Current State of Oregon employees - You must apply through your employee Workday account.

Salary determination:

Per the Pay Equity Law passed in 2017, a pay equity analysis for starting salary will be conducted to determine what pay step the successful candidate will be offered. The analysis will be based on the submitted materials and the time of application. No other documents will be accepted after submission of application. Please include any relevant information and materials if you wish to be compensated accordingly.

Additional Details:

• This recruitment may be used to fill future vacancies as they occur.

• This position is represented by the Service Employees International Union (SEIU).

• For questions about this position, please contact Hiring Manager: Kate.j.Skinner@ODF.Oregon.Gov

• Oregon Department of Forestry does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.

• Veterans - Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. After you have applied you will be sent a task in your Workday account to provide your veteran documentation at that time. For further information, please see the following website: Veterans Resources.

• Relocation assistance may be available per agency policy 40.055.10 for current or recalled employees or 40.055.20 for new employees

• If you have questions about the job announcement, or need an alternate format to apply, please contact: kathie.a.brostrom@ODF.Oregon.Gov

ODF is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate based on race, religion, color, sex, age, national origin, disability, sexual orientation, or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices.